Contracts Specialist/Data Analyst
Job no: 494800
Position Type: Staff Full Time
Campus: UMass Boston
Pay Grade: 30
Date opened: Eastern Daylight Time
Applications close: Eastern Daylight Time
The Contracts Specialist/Data Analyst for the Procurement Department will be responsible for reviewing and processing various contract documents and to maintain the Total Contract Manager (TCM) SciQuest eSourcing module. The incumbent will also be responsible for financial system data extraction and analysis from the PeopleSoft, Buyways System; will work on areas of reporting and query functions and will prepare monthly, quarterly and annual reports; and will develop and maintain data standards documentation.
The Contracts Specialist/Data Analyst will provide contract support to Buyways end-users and will also assist with the Procurement Card Program (ProCard). The incumbent should be able to interact effectively with internal department buyers, management, and external vendors.
Examples of Duties:
- Review and process Contract for Services (CFS) and Sub-Contract Terms and Conditions and associated paperwork in accordance with Board of Trustees (BOT) policy, UMass Boston Policies, and procedures, and applicable state regulations;
- Assist end-users in the preparation of Contract for Services and Sub-Contract Terms and Conditions, review contracts for accuracy, request legal review of contracts when applicable, and obtain required signatures;
- Process and maintain all types of contracts/agreements, including but not limited to memorandum of understanding, revenue contracts, software licenses, maintenance agreements, and leases; work independently to review and maintain complex contracts/agreements that require independent judgement and thinking, in accordance with Commonwealth laws and regulations and University purchasing policies and procedures;
- Maintain database (Total Contract Manager) of all contract activities; provide a series of regular reports and ad-hoc reports to the Director for Procurement, Assistant Vice Chancellor for Contracts and Compliance and maintain a list of local and minority vendors and strive to do business locally;
- Analyze data for monthly transaction reports to identify duplicate or other errors and address issue with the Director of Procurement and the Assistant Vice Chancellor for Contracts and Compliance; prepare matrix reports based on purchase orders/amounts/account codes and Procard expenditure and reallocation reports; provide technical expertise regarding database design and development;
- Perform basic statistical analysis reports and develop graphs and presentations; assemble, summarize and analyze data; prepare reports, present findings and make recommendations to the Director of Procurement and Assistant Vice Chancellor for Contracts and Compliance;
- As required (individually and as back-up role to the Contracts Administrator), conduct public bidding and process contracts for construction/renovation projects as well as new construction, when appropriate; work with the Division of Capital Asset Management and Maintenance (DCAMM), University legal counsel and state official as it pertains to the contracting process; interpret Massachusetts General Laws (Chapter 149, 30§39M), and ensure compliance at all times during project development and execution;
- Assist in the development of bid specifications for goods and service, qualification of bidders and review selection process for the vendor selected to provide the quality of goods or services requested; ensure fair, ethical and legal practices are given to all bidders; post, receive, open and evaluate bids proposal as required and using Bonfire eSourcing too; make determination as to the most advantageous vendor for established criteria in accordance with the University policies and procedures and Massachusetts General Laws;
- Review licenses and leases and terms and conditions with vendor, department staff;
- Responsible for processing all state-funded projects through the Massachusetts Management Accounting and Reporting System (MMARS); serve as the campus liaison for all MMARS purchasing transactions; interact with the State Comptroller Division and attend on and off campus MMARS related meetings and training;
- Assist end users/departments with all contract related issues to interpret complex terminology, as well as purchasing policies and procedures questions, account codes, commodities and Buyways questions;
- Coordinate Procard trainings and prepare relevant materials for workshops being offered for Procard and other University procurement procedures;
- Process Procard applications and assist departments with ongoing Procard maintenance and card adjustments; ensure required approval are obtained and properly documented; maintain Procard files;
- Maintain the department’s Continuity of Operations Plan (COOP) Kit;
- Perform other duties as assigned.
Bachelor’s Degree, Master Degree in business management or computer science preferred, and a minimum of three-five (3-5) years of experience in a college or university business oriented setting required. Knowledge of SQL helpful and complete Microsoft Office Suite preferred and MS Word, MS Excel and PowerPoint proficiency required.
- Knowledge of PeopleSoft and Adobe Pro preferred.
Knowledge, Skills, and Abilities:
- Working knowledge of basic procurement policies, procedures, and practices;
- Ability to multi-task in a fast-paced environment;
- Ability to handle numerous projects in various states of completion;
- Ability to work independently and use independent judgment and thinking;
- Ability to work cooperatively with a wide range of individuals, in a diverse and complex environment;
- Strong oral and written communication skills;
- Strong commitment to customer service.
Please apply online with your resume, cover letter, and list of three professional references.
Review of candidates will begin following the application closing date.
Only Internal candidates in the Professional Staff Bargaining Unit will be considered during the first 7 business days of the posting. All other candidates will be considered after that period.
Salary Ranges for the appropriate Pay Grade can be found at the following link:
Applications close: Eastern Daylight Time
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The University of Massachusetts Boston provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, genetic information, pregnancy or a pregnancy-related condition, or membership in any other protected class. The University of Massachusetts Boston complies with all applicable federal, state and local laws governing nondiscrimination in employment in every location in which the university operates. This policy applies to all terms and conditions of employment.
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